[Blueboard] NOW HIRING: OFFICE ASSISTANT V (OS V) at the Office of Associate Dean for Student Formation, Loyola Schools

Careers in Ateneo careers.hrmod at ateneo.edu
Fri Sep 22 16:54:04 +08 2017


This Job Vacancy is under the Category A of the Employee Referral Program



*OFFICE ASSISTANT V (OS V)*

Office of Associate Dean for Student Formation, Loyola Schools





*Job Summary:*

Under the supervision of the Associate Dean for Student Formation, the
Office Assistant V provides administrative, logistical and budget
management support. This position also involves coordinating with (a) LS
Offices for the implementation of the different formation programs for
students and professionals and (b) external partners/institutions and
individuals on concerns related to student formation.





*Job Responsibilities:*

A.    *Associate Dean for Student Formation (ADSF)*

1.     Performs administrative tasks and frontline duties

·         Takes calls and receives guests for the Office

·         Sets appointments and meetings for the ADSF

·         Coordinates with concerned offices and departments for
inter-office
transactions and activities

·         Provides logistical support for the office

·         Monitors inventory of office supplies, equipment and makes
purchase requisitions when necessary

·         Processes Absence Report Forms of Formation offices.

·         Takes minutes of the office meetings



2.     Integrated Ateneo Formation (InAF)

·         Provides logistical and multimedia support for meetings and
activities of the four programs

·         Assists in encoding the results of the evaluation

·         Assists the program coordinators in the operational matters
regarding the InAF programs



3.     Formation of Formators

·         Assists the ADSF and Asst. to the ADSF on matters concerning
formation of formators

·         Processes requests for grants, conference assistance, financial
subsidy, etc. of Professionals/Formators from the formation cluster

·         Maintains a database of Professionals from the formation cluster

·         Maintains financial monitoring system of Professionals
Development Fund from requests from the formation cluster



4.     Budget and Financial Support for the OADSF

·         Works closely with the Asst. to the ADSF in preparing the budget
proposal of the office for the school year and initially drafts the reports
for the following: Supplies and Expenses, New Equipment, Minor and Major
Improvement, Computer and New Personnel Requests

·         Monitors and updates the office budget, InAF DCB accounts, and
ledgers; and regularly updates the ADSF

·         Monitors and disburses petty cash of the OADSF

·         Processes financial documents and transactions such as:
Preparing documents/forms (e.g. Projected Expenses, Budget Proposals and
Forecasts, Order for Check, Petty Cash Replenishment, Cash Advance Request,
Budget Transfers, Payments, Reimbursement of Expenses, Liquidation Reports,
Summary of Expenditures Requisitions) needed to process financial
transactions of the Office and the InAF programs

·         Creates databases of program finances and maintains records of
requests and expenses

·         Prepares financial reports for the Office and InAF programs

·         Assists the team in processing and maintaining records of OC’s,
PCVs and other financial documents concerned with OSA, OSCI, OPCS, OCM, PE
& ROTC, and College Athletics



5.     Student Awards and Competitions

·         Assists the Asst. to the ADSF in contacting the award bodies and
nominees per school

·         Collates curriculum vitae of nominees and requests for additional
documents when needed

·         Assists the Asst. to the ADSF in preparing materials for the
screening committee and the submission of bid books and documents to the
award bodies

·         Provides logistical support to the committees

B.    *ROTC*

1.     Assists the ROTC Director in the operational matters regarding ROTC
Program in the Ateneo

·         Provides logistical and multimedia support for meetings and
activities of the ROTC Director

·         Monitors and updates the program DCB account and ledgers

·         Processes requests for checks, payables and cash disbursement of
the ROTC Director, Military Training Instructors and cadets

·         Creates databases of program finances and maintains records of
requests and expenses

·         Prepares financial reports for the program

·         Maintains records of important documents which involves
transactions with MTIs, AFP and the different formation offices

·         Assists the ROTC Director in the preparation of all necessary
evaluation forms and assists in encoding the results of the evaluation





*QUALIFICATIONS:*

1.     Bachelors Degree

2.     With at least 3 years of experience in administrative work

3.     Knowledge and skill on database management

4.     Knowledge in monitoring finances of the office and programs in an
efficient manner

5.     Proficient in MS Office applications

6.     Skill in safeguarding of confidential records, files and other
matters internal to the Office

7.     Skills in building rapport among professionals, staff, students, and
visitors

8.     Excellent oral and written communication skills

9.     Organized and attentive to details

10.  Good interpersonal skills





Interested applicants must submit the following:



      I.        Letter of intent addressed to HR Director duly endorsed by
your supervisor, indicating…

·         why you want to apply for the position

·         why you think you are qualified for the position

·         what you can contribute to the office if you were hired in this
position



     II.        Letter of Recommendation from your immediate supervisor
(see attached template).



The above stated documents, along with your updated resume, must be
submitted on or before 29 September 2017 to:



Christine L. Velasco

HR Officer I

Workforce Planning and Capability Development

              Office of Human Resource Management and Organization
Development

-- 
*Workforce Planning & Capability Development*
*Office of Human Resource Management & Organization Development*
*4266001 loc. 4158*
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